Conference management answers your questions about training and activity schedules

This year, for the first time at a National Order of the Arrow Conference, contingent members have the ability to see and change their personal training and activity schedules prior to arriving at conference. This capability was the result of feedback from the 2012 conference when individuals did not see and could not make changes to their schedules until the day they arrived.

While we believe this ultimately provides a better experience for our conference guests, it naturally leads to a number of questions. We’ve tried to answer some of the most pressing questions below:

Q: Why are all the classes/activities I want full?
A: Assignments of training classes and activities that require pre-registration were based on selections made during April and May. This demand allowed us to identify the most popular topics, assign them to the largest venues and increase the frequency of offerings. Unfortunately, we can’t squeeze everyone into every desired class.

Q: How did the registration system assign contingent members to classes/activities?
A: Individuals were assigned to sessions based on their preferences and the timestamp (date and time) when they chose a class. This is effectively a first come, first served approach. Once a class is full, it is closed unless individuals drop the class resulting in excess capacity.

Q: How can I add a training session or activity to my schedule?
A: On the ‘Schedule’ tab in the registration system, choose the ‘Add Activity’ button in the upper right hand corner. You can then choose the ‘Program Area’ that you are interested in attending and the specific training session/activity that you want to add. When you choose an activity, you’ll see those sessions that still have capacity and can add as long as there is not a conflict with your schedule.

Q: What does ‘Conflict’ mean in the registration system?
A: Conflict means that the item you want to add is at the same time as an activity you’re already scheduled for. You can resolve the conflict by dropping the activity you’re in.

Q: Can I still show up for a training class if I’m not registered?
A: Yes, as there may be instances where individuals have registered for a session but do not show. Walk-ins are subject to availability, capacity of the venue and at the discretion of the session trainer.

Q: Which day at NOAC is the Innovation Engine, Signature Session (The Secret to Ruling the World), Lodge Caucus Day, Lodge Training Day, OA Warrior team competitions, and Centennial Rededication Ceremony?
A: Multiple terms have been used to describe the morning of NOAC (Tuesday, Wednesday, or Thursday) that your lodge will do training and many activities together as a group. Some may have heard the terms "Lodge Training Day" or "Lodge Caucus Day" being used by others. To clarify, this day will be your lodge's day to participate in what is known as the "Innovation Engine" as one group. The Innovation Engine is a morning-long program for your lodge to participate in various NOAC programs, and it encompasses all of the following events and terms that you may have heard. Lodges will have time to participate in all of the programs available during their assigned morning. Again, note that all of the below refer to events occurring during the Innovation Engine for you and your lodge at NOAC 2015:

1. NOAC Signature Session/Keynote Training ("The Secret to Ruling the World") at the Wharton Cobb Great Hall
2. Centennial Rededication (Wood Acceptance Ceremony @ Centennial Fire) - Due to high volume on certain days, please note that your lodge may be scheduled for their Centennial Rededication on a different day than your lodge training day. Please refer to your lodge's schedule for your assigned times.
3. OA Warrior team competitions

You can find out which day your lodge has been assigned by looking on your schedule. There, you will see the NOAC Signature Session listed for the day you have been assigned. That morning will be your lodge's chance to participate in the Innovation Engine, so be sure to take advantage of every opportunity!

Q: Will I get a print out of my schedule when I arrive?
A: Unlike past conferences, contingent leaders will not receive a print out of their contingent member’s individual schedules. However, contingent members will be able to access both the conference schedule and their personal schedule from their own electronic devices by downloading the NOAC App. Alternatively, the registration system will soon provide the capability for individuals and contingent leaders to print their schedules prior to arrival. We encourage everyone to do just that especially if they don’t have access to a smartphone.

Last revised on July 27, 2015